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SGM Joint Meeting
Grants
Purpose
Limited funding is available to hold joint meetings with other microbiology societies, both in the UK/Ireland and overseas. Allocation of funding is usually by competition but applications may be submitted throughout the year.
It is very important that the event enhances rather than detracts from the Society’s existing programme of meetings. Grants will not be awarded to support events held near to the time of an SGM meeting nor duplicate a topic covered either recently or in the near future.
All negotiations should start well in advance of the event, to ensure that proper arrangements can be made for administration and publicity. A year is considered to be the minimum period.
There are two kinds of joint meetings, to which different rules apply as follows:
- Joint sessions to be held at existing SGM spring and autumn meetings
Applications are NOT required as the funding is already in place from the general allocation and the associated body will also provide money for an agreed number of speakers. The Deputy Scientific Meetings Officer and Conferences Manager should be informed by the Division Chair/Session Organiser (as appropriate) of what has been agreed, including the sum of money promised by the co-sponsoring organisation, so that arrangements can be made for reimbursement.
- Joint meetings outside SGM meetings
- Proposals may come either from outside bodies, from a Division or from an SGM member who is involved in the activities of another society. They may be routed through SGM HQ, or discussed directly with the Deputy Scientific Meetings Officer. Support will only be made available for speakers. The location may be the UK/Ireland or overseas. Following the initial approach, ALL applicants must complete the appropriate form. Applications may only be made for meetings up to 2 calendar years ahead.
- Completed forms will be considered by the Deputy Scientific Meetings Officer in consultation with appropriate members of the Scientific Meetings Committee. Successful applicants will be informed by the Meetings Office of the amount of money available and the terms and conditions of their award. No commitment should be given to other organizations until funding has been agreed.
- Arrangements. The working party set up to organize the event should include at least one person from SGM and any other appropriate members who wish to be involved. SGM-funded speakers should normally be members and UK-based if participating in an overseas event. Their talks should be badged as SGM Lectures in the programme and a slide should be displayed about the Society during sessions at the meeting.
The SGM representative should negotiate with the partner body re finances and arrangements under the terms and conditions of the award. The Deputy Scientific Meetings Officer and Jane Westwell should be regularly updated on progress of the programme and consulted in the event of any financial query.
- The award panel will set the maximum costs that will be funded by SGM, in the light of the requests made in the application. Eligible costs include reasonable speakers’ expenses for travel, meals and overnight accommodation where this is necessary. No expenses will be reimbursed for those presenting offered papers or posters. Registration fees should be charged to delegates to cover at least their meals and refreshments.
- Procedure for claims. Normally expenditure will be reimbursed retrospectively, unless a good case can be made for an advance payment. A claim form will be supplied which should be completed and returned to the SGM office, supported by copies of receipts for all expenditure. Expenses claim forms will be available for invited speakers which should be authorized by the organizers before they make payment. Copies should be submitted with the claim for the grant.
- Applications must be made on the appropriate form. ONE copy of the completed application form and any supplementary documentation must be submitted for consideration.
Applications
Enquires to j.westwell@sgm.ac.uk | 0118 988 1821
Download an application form here 
Applications should be submitted by post to Grants Office, SGM, Marlborough House, Basingstoke Road, Spencers Wood, Reading RG7 1AG, email to grants@sgm.ac.uk or Fax to 0118 988 5656.
Last modified 14 November 2011
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